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HomeMy WebLinkAboutItem 4b: Award South Coast Fire Equipment for Aerial Ladder Costing $915,666STAFF REPORT Fire Department DATE: September 15, 2009 TO: Mayor and City Council FROM: Tony L. Trabbie, Fire Chiefly' Pat Malloy, Assistant City Manager/Public Works Service Director t'M By: Rick D. Braun, Battalion Chief (Z.P,) SUBJECT: AWARD A PURCHASE ORDER TO SOUTH COAST FIRE EQIUPMENT INC FOR THE PURCHASE OF ONE (1) PIERCE 100-FOOT TRACTOR= DRAWN AERIAL LADDER IN THE AMOUNT NOT TO EXCEED $915,666.00 Recommendation: Approve SUMMARY An aerial ladder is essential to fire ground operations and the life protection of civilians and firefighters, and the Fire Department's current frontline aerial ladder is due for replacement. Staff has concluded that the sole source purchase of a Pierce 100-foot tractor-drawn aerial ladder from South Coast Fire Equipment Inc. in an amount not to exceed $915,666.00 is in the best interest of the City for various safety, reliability, and financial reasons. BACKGROUND The modern day fire ground is dynamic: The potential for environmental changes can instantly jeopardize the lives of civilians and firefighters. Life safety is always the top strategic priority on the fire ground, and aerial ladder operations are the foundation on which all fire ground operations are based. Aerial ladder operations - consist of but are not limited to search and rescue, various forms of smoke removal, forcible entry, placement of aerial or ground ladders, control of water, gas, and electrical utilities, overhaul, and salvage - are an absolute necessity for a successful fire attack on any residential or commercial structure, and therefore an aerial ladder is essential to the protection of the life safety of civilians and firefighters. Mayor and City Council September 15, 2009 Page 2 In May of 2005, the Fire Department recommended a restructuring of its vehicle replacement schedule by lengthening the service life of vehicles in its fleet. This recommendation was based on a survey of fire department vehicle service life conducted by the Torrance Fire Department of thirty-three (33) fire departments throughout California. Based on the Torrance survey, the Arcadia Fire Department recommended that the lifespan of Fire Department vehicles be increased to the following: engine companies from a 15-year lifespan to a 20-year lifespan; truck companies from a 15-year lifespan to a 25-year lifespan; and rescue ambulances from a seven 7-year lifespan to a 9-year lifespan. Through discussions with the staff at the Public Works Services Department, this revised replacement plan has been built into the Citywide Vehicle Replacement Program. The purchase of a new 100-foot tractor-drawn aerial ladder will replace City Asset #60182, a 1995 100-foot tractor-drawn aerial ladder with 70,513 miles and 15 years of front line service. During the past year, City Asset #60182 has had numerous repairs beyond normal maintenance costs, totaling approximately $9,940.00. These repairs included the rebuilding of two aerial ladder hydraulic lift cylinders, cracked welds in the aerial ladder, electrical work, suspension work, and additional aerial ladder testing. The total repair costs included a damage caused by a technical rescue incident that took place earlier this year, which alone cost approximately $3,600. The incident involved the removal and rescue of a tree trimmer trapped under palm fronds 60 feet up in a palm tree, and as a result the aerial ladder sustained damage to a number of welds, causing the vehicle to be taken out of service, repaired, and tested. While City Asset #60182 will be placed in reserve status for the remainder of its 25-year service life, the current reserve apparatus, City Asset #60081, a 1990 Mack engine, will be replaced. Asset #60081 meets the replacement criteria of the City's Vehicle Replacement Program and it is due for replacement in Fiscal Year 2009-2010. DISCUSSION In preparation for the purchase of a new tractor-drawn aerial ladder, the Fire Department's Apparatus Committee - including a member from the Public Works Services Department Fleet Division - evaluated three (3) of the fire apparatus industry's top manufacturers: American LaFrance Fire Apparatus, Pierce Manufacturing, and Seagrave Fire Apparatus. The Apparatus Committee evaluated each manufacturer's products for their quality, serviceability, and fiscal responsibility. Upon evaluation, Pierce Manufacturing was unanimously determined to be the best combination of quality, safety, and Mayor and City Council September 15, 2009 Page 3 standardization with existing department apparatus. Reliability and familiarity to Pierce's products also contributed to the committee's decision. Pierce Manufacturing's products offer several exclusive safety options that are proven in the Fire Apparatus field. First, Pierce is the only manufacturer that offers a comprehensive combination of frontal airbags, passenger restraint system, referred as a side rollover protection system, and rear side air curtains to protect the safety of all vehicle occupants. Second, Pierce is the only manufacturer that offers an independent front suspension system with the usage of a torsion bar suspension, allowing for five inches of vertical movement. The front suspension system also includes larger brake rotors, which doubles the braking surface as compared to similar braking systems. As a result, Pierce's unique front suspension system dramatically decreases the stopping distance of the vehicle by up to 23 percent, improves ride quality, and simplifies maintenance. Not only do these features provide for the safety of fire personnel and the commuter community, they also may reduce maintenance costs and downtime for suspension and braking system related repairs during the life of the apparatus. The Arcadia Fire Department currently operates with five (5) apparatus manufactured by Pierce Manufacturing; therefore, standardization and familiarity with Pierce's products also played a part in the Apparatus Committee's recommendation. Pierce Manufacturing trains Fire Department members and Fleet Division's mechanics on the use, operation, and periodic maintenance of all Pierce vehicles in the fleet, thereby reducing the need for extensive and expensive training on a variety of different trucks from different manufacturers. In addition, Pierce manufactures their independent front suspension at their own facility, making warranty issues the sole responsibility of one manufacturer. In conclusion, Pierce Manufacturing has consistently maintained the highest level of safety, reliability, customer service, and warranty repairs for the fleet of Pierce pumpers owned by the City. All of the City's five (5) existing Pierce apparatus meet or exceed the Fire Department's and the Public Works Services Department Fleet Division's expectations. South Coast Fire Equipment Inc. is the local Pierce Manufacturing dealer. It is also the only Pierce service facility to which the Public Works Services Department Fleet Division recommends sending Fire Department apparatus for extensive repairs. FISCAL IMPACT The cost of a Pierce 100-foot tractor-drawn aerial ladder is estimated not to exceed the amount of $915,666.00. Sufficient funds have been appropriated in the City's FY 2009- 2010 Equipment Replacement Fund to cover the cost of this acquisition. Mayor and City Council September 15, 2009 Page 4 Understanding the purchase of this vehicle would involve a substantial amount of City funds, staff studied and applied for various funding options to reduce the impact to the City's Equipment Replacement Fund. These funding options, discussed extensively during numerous meetings with the Assistant City Manager/Public Works Service Director, Deputy Public Works Services Director, Public Works Services General Services Superintendant, and the Administrative Services Director, included: In May 2009, Fire Department staff applied for the 2009 Assistance to Firefighters Grant (AFG) and is currently awaiting award notification. The AFG is a federal grant program made available through the Federal Emergency Management Agency which, if awarded, may fund up to 80 percent of the purchase price of the vehicle. Notice of grant awards will begin in late October of 2009 and continue through the Fall of 2010. It should be noted that by purchasing the vehicle prior to the grant notification, the City of Arcadia will not be forfeiting the grant if awarded. The AFG may reimburse the City of Arcadia up to 80 percent of the cost of the vehicle after the purchase. 2. Administrative Services staff studied financing options to reduce the short-term impact on the City's Equipment Replacement Fund. This involved analysis of a number of options to finance the vehicle and, eventually, finding the most competitive five-year payment plan for an $800,000 loan at a 4.07% interest rate. Annual payments for this plan would be approximately $180,000.00. The Arcadia City Council opted to forgo this option after it elected to use funds available from a loan repayment from the Arcadia Redevelopment Agency to the City. 3. Through discussions with South Coast Fire Equipment Inc, Fire Department staff has learned that a three (3) percent price increase will take effect beginning October 1, 2009. By purchasing the vehicle prior to October 1, the City of Arcadia will save up to $27,470.00. RECOMMENDATION 1. Approve the purchase of one (1) Pierce 100-foot tractor-drawn aerial ladder in the amount not to exceed $915,666.00 from South Coast Fire Equipment Inc. 2. Waive the formal bidding process and authorize a sole source purchase with South Coast Fire Equipment Inc. APPROVED: D O-n Don Penman, City Manager